Panasonic KXTVP100E Operating instructions

 Panasonic
N UBSCRIBER'S
G UIDE
Please read before using.
nODEL
X-TVP100E
Introduction
The Panasonic Voice Processing System (VPS) provides you with powerful, conve-
nient ways to manage your voice communications and increase your productivity
through your voice mailbox. As the owner of a VPS mailbox, or Subscriber, you can:
* send a message to one or many people inside or outside of your office
» transfer messages (with your annotation) to another VPS Subscriber
* fake messages when you are on the phone or unavailable
* receive your messages from any touch-tone telephone
*bc notified by extension message waiting lamp. telephone or beeper (radio
pager) of messages waiting
screen your calls
« automate the handling of callers
* and more...
This guide 1s vour reference wo using and optimizing your VPS mailbox.
NOTE:
» This Subscriber's Guide does not show complete model numbers that indicate the
country where your models should be used. The model number of your unit is found
on the label affixed to the unit.
MODEL NO. ----—-—-—--
(label)
APPROVER for connection to
C € telecommuhication systems speci-
73/23/EEC tied in the instructions for use
89/336/EEC subject tà 15 conditions
92/31/EEC them, — ETE
93/68/EEC
\ J
Ш How to Use this Manual
This Subscriber's Guide explains the Yoice Processing System's (YPS) operations by
touch tone telephone for Subscribers.
Each operation consists of a description, a diagram, tips and some notes. During
operations, the VPS plays voice prompts telling you what to do at each step though
they do not appear in this guide except for Voice Mail Service Entry.
Subscriber's
Main Command Menu
UC
Receive
Message
SEE ob
Repeat Next Erase Reply Transfer Help
Tip
Step 3 —
You can call the message
sender by pressing [1].
Description
Describes the operation with the telephone keys to be
pressed step by step.
‘Diagram
A diagram is provided for each function on the
lefthand of the text. It will help you understand how
the operation goes on in the tree-structured VPS
menu. You will know other options you can choose in
a certain step. It will also help you to perform your
desired operation faster if you press the outlined keys
in a row along the bold line.
Tip
Tips framed in a square are used to make you aware of
alternate options available at a particular step.
Note
This symbol describes additional information or use-
ful advice about each feature.
Once you become familiar with operating the VFS, use the Quick Reference Section,
which appears at the end of this guide,
11
Ш Terms to Know
The following words are used in this guide.
Subscriber
System Manager
Caller
118
The owner of a VPS mailbox. The System Manager can create
a mailbox for you.
The System Manager is the person who manages and maintains
the VPS to make it work efficiently, He controls mailbox creat-
ing and authorizes some of the features,
A caller is any person who is connected to a VPS service
besides the Subscriber or the System Manager.
EN Getting Started
— Required Numbers
Get the following information before you begin the operation.
(1) Telephone Number Directly Connected to Voice Mail Service
If your VPS does not have one, call any extension number connected to the VPS
and press [#] [6] (Service Access Command).
(2) Your Mailbox Number
Usually, the same number as your extension number, Check with your System
Manager to be sure.
(3) The System Manager's Phone Number
In case you need their help or need to change certain mailbox settings.
— Basic Steps
You need to know your mailbox number to use this guide.
If you are going into your mailbox for the first time, read Chapter 5 “Mailbox Setup”
first. You need to customize it before sending or receiving messages. Especially, it is
important to identify yourself as the owner of the mailbox by setting the following.
» Recording Personal Greetings (See page 5-7)
* Recording Your Name (See page 5-9)
» Changing Your Password (See page 5-8)
Then customize it as it suits you by setting the additional features as appropriate.
» Setting the Call Transfer Status (See page 5-2)
« Setting the Incomplete Call Handling Status (See page 5-4)
» Message Waiting Lamp Notification Setting (See page 5-13)
« Setting Notification by Calling (See page 5-143)
Once you complete your setting, find your desired operation from the titles, then call
the VPS.
iv
Table of Contents
Chapter 1 Using Your Mailbox and the VPS
Opening Your Mailbox (Mailbox Login) ................e.0.. corres 1-2
Accessing VPS Services .........e.. нэ... . ‚ 1-3
Chapter 2 Receiving Messages
Receiving Messages insane NS renee 22
Message Playback Options . .. anccnanvenoes 2-3
Replying to Messages ........e—...0scrorrtncccantue tenen er Cea eee ees 2-5
Message Transfer ... nene... ceases .... 26
Erasing Messages cersaversanns ns 2-7
Receiving Message Waiting Notification . . 2-8
Live Call Screening... restrsremtiensistinettnreninnearaterastenne 2-9
Recording a Two-VYay Conversation ,.............e.....os 2-10
Chapter 3 Sending Messages
Delivering Messages to Other Subscribers .... . 3-2
Checking Mailbox Distribution ..... — ores 33
Setting up an External Message Delivery List... 34
Sending External Delivery Messages ............. „..... 3-6
Checking and Setting External Message Delivery Status sroncossancanse 3-7
Chanter 4 Caller Handlino
ALGAS E RER ARENA
Recording Messages (for any caller) ........e.e-e.e=enraccorecone .. ‚ 4-2
Recording Messages (from a rotary phone) ...cce..e.eenccanacenaono rear 4-3
Receiving External Delivery MTEssageES L…rcosoresesescensaressreneneanceseseneerss 4-4
Replying to Externai Delivery Messages . 4-5
Chapter 5 Mailbox Setup
Setting the Call Transfer Status
(Call Block/Call Screening/Intercom Paging/Beeper Access) ........ 5-2
Setting up a Covering Extension....... Srosaassacasnsnsuasiseresasnserrrse 5-3
Setting the Incomplete Call Handling Status. ercancovaoncenzena we 5-4
Setting the Message Reception Mode ...... enbaoacercerconoanaorevenenare e... 3-6
Recording Personal Greetings a... 5-7
Changing Your Password users . , 5-8
Recording Your Name .........ra=2acaccaoroos sousorsnenen 5-9
Entry of Personal Group Distribution Lists ......-e-em=-ennacasaccanoorvevo 5-10
Recording the Names of Personal Group Distribution Lists ....... 5-11
Deleting from Personal Group Distribution Lists anna. 5-12
Message Waiting Lamp Notification Setting ...... vn. 5-13
Setting Notification by Calling .............ssesteecsesysrserveneanerinerca ran rene 5-14
Setting Answer Lengths for the Interview Mailbox .......... RE 5-16
Recording Questions for the Interview Mailbox ..... eens 5-17
Erasing Questions from the Interview Mailbox „.... 5-18
vi
Chapter 1
_ Using Your Mailbox and the VPS
F
ar
This chapter tells you how to enter Subscriber Service and other services
provided by the VPS.
pair non olaaa a sa vibe bl
Contents
Opening Your Mailbox (Mailbox Log im) ........r.ercesacoos corcacccoronaso 12
Accessing VPS Services .......
Opening Your Mailbox (Mailbox Log in)
Call VPS To access Subscriber Services, you must open your
° mailbox first. Follow the operation below.
EJ + Mailbox No. 1 Dial an extension number which is connected
to the Voice Mail Service.
ns + ea
4 Good morning'Good afternoon:Cood evening
Subscriber's | Welcome to the Voice Processing System.
Main Command Menu]
If the system is equipped with multiple lan-
» If you just want to record a guages (up to three languages), you will hear
message in someone else's a selection prompt as follows.
mailbox, you do not have to
use this procedure.
See the following topic in (ex.)
Chapter + тоне г 12h mea £771
«Recording Messages (for For AFINA, Press [7].
any caller) For French, press [8].
« Recording Messages (from a For Chinese, press [9]
rotary phone) ` '
» If your company is using a 2 If you hear the above prompt. press the
Panasonic KX-TD series tele- number of the appropriate language.
phone system, you can directly =
access your mailbox just by
dialing the number of the V.M. Please enter your party's mailbox number,
Service, depending upon Svs- To enter by name, press [E] and [1].
tem Programming. Check with If you are using a rotary telephone, stay on
your System Manager. the line.
To call the operator, press [0].
Tip
Step 1 — 3 Press ED. then enter your mailbox number.
If nu parts are assigned 10
Voice May] Service, press Enter Your password, Jollowed by EJ.
EJ EN after calling the
VPS. 4 Enter the password if you have one.
You are now in the main command menu.
MIP UTED EUR JOR ST O
mino luna debí neo iran ih a
Accessing VPS Services
Call VPS
à à à 60
O OQ e Eo
Voice Mail Service
A No — Eres
Инне — E:
i
+
Subscriber's Service
9
1-3
valid only
Service.
In VPS operation, the following functions are avail-
able whenever the system is providing voice prompts.
Press the appropriate key to receive your
desired option (Service Access Commands).
Dialing by Name
H you press EB . you can call the desired
extension or mailbox by entering first 3 or 4
letters of the person's last name.
Department Dialing
If you press ER Sl. vou can call the
dE le la mk mam um — = ==. = — =
intended extension and mailbox by pressing
one digit (MN-EB) according to the
. Department Dialing Menu.
Voice Mail Service
If vou press EB EB. vou can access the
Voice Mail Service.
Call Transfer
If you press EB UB. you can access the
Automated Attendant Service and call your
desired extension.
Ex it the Menu
f recs WB EW vou can exit the VPS
a LFLF VAL E a 7 > uan Жо
„=
Me
A oan rll = gr
Back up
If you press 8. vou can retry to enter a
mailbox number, a password and aiso an
extension number while you are in the call
transfer status. In addition. you can move
back to a previous menu in the main com-
mand menu.
Accessing VPS Services
Log in
If you press JE ED, you can reselect a mail-
box while you are in the main command
menu.
Restart
If you press ED EB. you can be back in the
initial main command menu.
1-4
BI] UM EMI UDI LN DN PEUT)
Albi soni
Chapter 2
Receiving Messages
This chapter tells you how to access and manage received messages: Replying
immediately, transferring messages with or without an additional comment, and
replaying messages.
Contents
Receiving Messages... I . 0 2-2
Message Playback Options .... aeaaaceoobenereatecama 2.3
Replying to Messages os 2-5
Message Transfer ...... enonconionmenaocaros 2-6
Erasing Messages .. van. nesaeooo 2-7
Receiving Message Waiting Notification ... .. 2-8
Live Call Screening .....e..e......... co... 2-9
Recording a Two-Way Conversation ... 2-10
Receiving Messages
a ——— = = pr == = = o = ECK —— A к
Subscriber's “The VPS plays new messages and saved messages in
Main Command Menu vour mailbox with the information of the message
_— sender and the recorded date respectively.
200008
Receive 1 Log in the main command menu.
Message
= « The VPS tells you the number of messages.
Go to = a
Step 3 de Press to use the Receive Message menu,
* The VPS tells you the number of messages,
Then it plays the messages.
3 Press ID to listen to the whole menu (for
Help).
« You can end your call by pressing ERED.
ll n
ET PSU ОА
Tip
Step 3 —
You do not have to listen to the whole menu if you do not
| wish to.
Repeat this message
EB В га; the previous message
El Play the next message
el Erase this message
Reply
|5 | Rewind
ra Fast forward
Transfer
a
Message scan
2-2
ITA mb
Message Playback Options
Subscriber's While receiving messages, several message playback
Main Command Menu options are available for efficient receiving.
ó (2) 5 (4) 5) e 1-2 Same as Receiving Messages.
Receive
Message 3 Press the appropriate key to receive your
CT TEN] JUN. BES
Reopra Mex) Erase Reply Rewd Fam Tranver Scan
iwal
ED a
cow Repeating Messages
Step $ If you press EN. you car listen to the current
message again.
Replaying the Previous Message
If you press while receiving a mes-
sage, vou can listen to the previous message.
Playing the Next Message
If you press while receiving a message,
you can listen to the next message.
PA alt es iN Pe aT
Y dba ru db NÖ
Rewinding Messages
If you press while receiving a message,
vou can listen to it again.
Fast Forwarding Messages
If you press BEN while receiving a message,
you can fast forward it to the end.
Scanning Messages
If you press EE. you can listen to the first
four seconds of each message,
2-3
Message Playback Options
Note :
Option is available only
once,
Second time will erase the
message.
4 Messages are scanned one at a time.
If you press UE, you will hear the previous
message.
If you press lA, you will hear the next mes-
sage.
If you press JE. vou will hear the entire mes-
sage.
Tip
Step 3 —
You can receive the whole menu by pressing [0] for Help.
2-4
HDS OR
ЧТИТ
iin
Replying to Messages
8 DOC
Subscriber's
Main Command Menu
Reacene
Message
>
Go to
Step 4
This feature is available only
when the message has been
delivered from a Subscriber
using his mailbox i.e. Message
Transfer and Message Delivery.
Otherwise, you will hear this
prompt: “Sorry, you cannot re-
ply. The message sender ic un-
known”
ODE
SEE add
Repeal Next Erase Reply Transfer Help
1-2 Same as Receiving Messages.
Press ЕВ о reply to the message.
Press to record a message.
Record your message at the tone.
Press UB to end recording.
Press to accept.
Press to set delivery time.
KO WIN A WN
Press UN to specify the delivery time or the
private status,
hm
=
Press EN to specify the delivery time.
Enter the time and EB.
Press EN for AM or В Гог РМ.
Enter the date (the day of the month) and
ra.
Jd pod
Lo DN =
pt
Ja
Press to accept.
[oY
Un
Press to sel this message to a private
message. Otherwise. press D.
Tip
Step 4 —
You can call the message sender by pressing [1].
Step 6 —
Yau can nause/restart recording by pressing [2].
Step 9 —
You can make your reply immediate by pressing {2).
You will skip to step 15.
Cton TY _ _
ly =a =
If vou press [0] for help here. “For example, to enter 5
o'clock press [S] and [%) or 5: 15 press [5]. FT). [5] and
1E:3
Message Transfer
Subscriber's
Main Command Menu
Receive
T
555564
Repeat Near Éric Replay Transfer 2
Mailbox No.
AN
1
| 1
СО
Change TT Repeat Cancel
MD. Info. Transfer
50222
sfer Transfer Review
WwW, Comment M A Mailing Tam
a Lis:
Goto
Step 7
» If the message has been
assigned as private, you cannot
transfer it to other mailboxes.
This function allows you to transfer messages to other
mailboxes.
e с 3) @ &) 6 3 Same as Receiving Messages.
Press to use the Message Transfer menu.
Enter the mailbox number of the intended
recipient.
Press EB to accept.
Press to record a comment.
«an A
- State your comment and press KB to end
recording.
©
Press WA if the comment is acceptable.
Tip
Step 4 — -
You can enter by name by pressing [4] [1] first. Also, you
can specify a Personal Group Distribution List or a System
Group Distribution List by entering the number followed
by [4].
Step 6 —
You can transfer the message Without comment by press-
ing {1].
You can add the mailbox number by pressing [3].
You can review the mailing list by pressing [4].
You can cancel message transfer by pressing [+].
Step 7 —
You can press [2] to pause-restart recording.
Step 8 —
You can press [3] to change y your comment,
You can press [1] to review vour comment.
DTSC РОЩИ
Erasing Messages
You can erase messages during playback. Erased mes-
Subscriber's
Main Command Menu sages cannot be recovered. CC
© @ с) a) 5) (5) с 1 Login the main command menu.
Message » The VPS tells you the number of messages.
|
5 ; a + + d, 2 Press EB to use the Receiving Messages
Ca
es | т menu.
rye
* The VPS tells you the number of messages,
> The VPS will automatically and the message information. Then it plays
erase messages after a certain
number of days. Check with the message.
И
Mba roban O
your System Manager to find
4 Lu Aa TL Docc EW A ana DAL
out how many days you can «7 ress mm lO erase ine messages.
keep messages in your mailbox,
+
Tip
Step 3 —
Messages are erased one at a time. After a message is
erased, you will hear the following prompt and repeat step
3 for the next message,
“The message is erased.”
If ali messages have been erased. vou will hear “All mes-
sages are erased”.
2-7
Receiving Message Waiting Notification
VPS Calls you
© ©)
Receive Hold
Message
Password + €3
Subscriber's
Main Command Menu
83002006
Receive
Messape
The Message Waiting Notification is a feature to
notify you that unplayed messages are waiting in your
mailbox. Notification Calls are sent to you via speci-
fied device after the message is recorded.
1 Pick up a call from the VPS.
If the system is equipped with multiple lan-
guages (up to three languages), you will hear
a selection menu.
2 Press to receive the message.
3 Enter the password and ER.
>»
re in the main command menü.
+
" г ===
NOW, YOU d
4 Follow steps 2 -- 3 of Receiving Messages.
Tip
Step 3 —
If a password is not assigned. skip this step.
2-8
ЧТОЛИ НИ 11 |
| К,
Пим я
SETHE —
Muir
Live Call Screening
» This feature 15 available only if
your company is using a Pana-
sonic KX-TD series telephone
system,
Note :
By assigning one of your telephone keys to this fea-
ture, you can monitor incoming calls that have been
forwarded to the Voice Mail Service.
In Hands-Free Mode, you can monitor the incoming
call through built-in speaker of the telephone. Also,
you can speak with the caller by picking up the hand-
set.
In Private Mode, you can monitor the incoming call
by going off-hook after you hear the notification tone.
You can speak with the caller by pressing the feature
key. Or you can stop listening to the message by going
on-hook.
For detailed information,
piease refer to the Installation
Manual of Panasonic KX-TD
series telephone systems’
PBXs (KX-TD816,
KX-TD1232),
Recording a Two-Way Conversation
By assigning one of the function keys on your tele-
» This feature is available only if Phone to this feature, you can record the conversation
your company is using a Pana- that you are having,
vse, series telephone You should give your party a notice before recording
that your conversation will be recorded.
» A beep sounds every sixteen
seconds during recording .
2-10
i RECT
HHA |
OF
Yı = 1 il um, =" Lo ii
МЛ ПИ оО проб о, MMT ANI INTE aNÓ
FEE -- - - =
Chapter 3
Sending Messages
This chapter tells you how to send messages. including recording and delivery.
Contents
Delivering Messages to Other Subscribers ..... nen. 3-2
Checking Mailbox Distribution .. . ... .... . 3-3
Setting up an External Message Delivery | List .eonseraca nensnonanes 34
Sending External Delivery Messages ..... . 3-6
Checking and Setting External Message Delivery Status............... 3-7
Delivering Messages to Other Subscribers
Subscriber's
Main Command Menu
0800008
Deliver
Message
Mailbox No. TNTIRE Go Lo
XXXX Step 5
» To use Personal Group Distribution
If you are sending an identical message to several
Subscribers, follow the steps below.
You can send it with a single operation.
1
Lists, they must have been created
beforehand. To use the System
Group Distribution Lists, check
with your System Manager to see
th a Wik
if there is any list in your VPS.
Tip
Step 3 — ;
You can enter by name if you press [#]
[13 first. Also. you can specify a Per-
sonal Group Distribution List ora Sys-
tem Group Distribution List by enter-
ing the number followed by [+].
Step 4 —
You can review the mailing list by
pressing [3].
Step 6 —
You can press [2] to pause recording
while you are in the message record-
ing process. Restart the recording
within 20 seconds, or the VPS will
stop it automatically,
Step 9 —
You can deliver the message immedi-
ately and return to the main command
menu by pressing [2].
Step 10 —
You can deliver your message imme-
diately after recording by pressing [2].
Then you will skip to step 14.
Step 11 —
You can press (0 for Help menu. И
will guide you how to enter the time.
> O 0
10
11
12
13
14
15
Log in the main command menu.
» The VPS tells you the number of messages,
Press EEB for Message Delivery.
Enter the mailbox number of the intended
recipient.
Press to accept the mailbox number if it
is Correct,
Press UN to record a message.
You can add mailbox numbers by pressing
ED. Then repeat step 3 and step 4. You can
specify a maximum of 20 mailboxes as the
destination.
State your message at the tone.
Press MB to end recording.
Press UB to accept.
Press [EB to set delivery time or private sta-
tus.
Press to specify the delivery time.
Enter the time and ED.
Press for AM or EB for PM.
Enter the date (the day of the month} and
El.
Press ED to accept.
PUI DUO РА ОНО ЦО НИХ
aed as " “ = db
Press UN to set this message to a private
message. Otherwise, press I.
3-2
k
Mikio Mw
Checking Mailbox Distribution
A VE —_———
Subscribers This function Tets you check the status of messages
Main Command Menu which you have recorded in your mailbox to deliver
to other mailboxes. Ce
с Noa
O so (5) You can check the history (delivery status) of up to
MB. 84 message transmissions.
Distribution
Goto 1 Log in the main command menu.
Step 3
2 Press to check distribution status.
3 Press to cancel the message or delete
verification.
A ir - = = E
$ Select EN to delete verification of this
message or to cancel message delivery.
Tip
Step 3 —
You can listen to the message by pressing [1].
You can check the previous message by pressine [1] twice.
You can check the next message by pressing [2]
3-3
Setting up an External Message Delivery
List
Subscriber's
Main Command Menu
ооо
Other
Features
о © e
Interview Messuge External
ME. Waiting Message
Munagement notification Delivery
Seuing
Record Check Mailing
Message Delivery List
Status Setting
Go to
Step 5
» To use this feature, you must
have your System Manager
authorize it beforehand.
Tip
Step 8 —
EB Change the telephone
number
Accept
Review
Add more digits
[nsert a pause
Set dial mode
Insert a wait for dial
tone
eo
“Setting up an External Message Delivery List lets you
send the same message to several people outside of
the system with a single operation. Up to two lists can
be maintained at the same time, and each list can con-
tain up to eight members,
1 Log in the main command menu.
2 Press KB for Other Features.
3 Press MB for External Message Delivery.
4 Press KR to set up the mailing list.
5 Press or IA to choose the delivery list.
(Up to two delivery lists can be established.)
To add members:
6 Press KB to add members to the list.
You can have up to 8 members on the list.
-
Enter the telephone number.
8 Press В 10 accept the number.
Record the name and press UB.
10 Press В to accept.
11 De... ER IMEI Adina Aaa bar eE
AR ICS Wl LO Coline aiid tE IIED AL
to end
H you press UB, you will repeat steps
7— H.,
TVET SAE O
Mn aie doi
Setting up an External Message Delivery
List
To delete members:
Go to the Delivery List Menu,
(See steps 1 - 5 in “Setting up an External Message
Delivery List”.)
6 Press to delete members from the list.
7 Press EB wo delete all members from the list.
Otherwise, press EA.
8 Press to delete me number, or to
keep the number and play the next telephone
number.
e A ос
Sending External Delivery Messages
Subscriber's | 1 Log in the main command menu.
| Main Command Menu
2 Press KB for Other Features.
RAA ri ala. |
DES с 3 Press KB for External Message Delivery.
Other
hae 4 Press to record an external delivery mes-
5 | ин sage.
o e Ш
Interview Message External S Press to send to a recipient,
MB. Waiting Message
Management Notification Delivery
Sewing 1 O Enter the telephone number.
e ri) 3) 7 Press IA to accept the number,
NL
Record Check Mailing
Message Detivery List 8 Enter the password.
z Staius Seine
So о 9 Record the recipient's name and press E.
tep
=
<=
» To use this feature, you must Enter the time and press Es.
have vour System Manager
authorize 17 beforchand.
dk
ju
Press UN for AM or EN tor PM.
pa
bo
Tip Enter the date and press EJ.
Step 5 —
You can press (2) Lo send
your message by mailing
[ist | or 2.
Step 7 —
Change the telephone (See Recording Messages.)
number
ED Accept
Review
Add more digits
B® Insert a pause
EJ Set dial mode
Insert a wait for dial
tone
99
a
Review your setting and press IB to accept
the setting,
pue
ba
Record your message.
Step 10 —
You can press [0] for Help
menu. Ir will guide vou
how to enter the time.
3-5
DAFO" EAT Sm
Checking and Setting External Message
Delivery Status
Subscriber's After recording your external delivery messages, you
Main Command Menu may want to check the delivery schedules or the recip-
ients. You can listen 10 the report from the VPS unless
|
ED (2) 3 a 5) o E the messages have been delivered yet. After listening,
Other vou have the option ot deleting unnecessary ones or
Features .
a changing the schedules.
A ny a 1 Log in the main command menu.
(2;
Interview Message External 2 Press IB for Other Features.
MB. Waiting Message
Management Motification Delivery 3 й , .
Setting | Press for External Message Delivery.
E Ия A 4 Press В to check External Message Deliv-
Record Check Mailing Ery status,
Message Delivery List
Status Setting «The VPS tells you when the message is
Ga to delng sent.
Step 5
5 Press to reschedule the setting.
» To use this feature, you must Press EN to cancel the external message
have your System Manager
authorize it beforehand. delivery.
(To change the time and date. press IER.
See Sending External Delivery Messages
steps 10to 13.)
= Tip
= Step 3 —
= You can skip the Help menu.
a Step 5 —
1
a
N
You can play the next schedule by pressing [2], repeat this
schedule by pressing [3] or play the previous schedule by
pressing [4].
Step 6 —
If vou press [*] twice, you will return to the External Mes-
sage Delivery menu.
ne Rf
iil
3-7
Chapter 4
Caller Handling
This chapter describes how callers can be handled by the Subscriber’s mailbox.
Contents
Recording Messages (for any caller) ncn 4-2
Recording Messages (from a rotary phone) ............. 4-3
Receiving External Delivery Messages meer „ен bod
Replying to External Delivery Messages I non... $5
ARI J
y
|
| ий TIL
Recording Messages (for any caller)
Call VPS Anyone who reaches the Voice Mail Service can
record messages in the mailboxes.
i 1 Call the VPS and access the Voice Mail Ser-
vice.
Mai on an Rotary © If the system supports multiple service (up to
ND. я _ E -
XXX EEN Operator three languages). vou will hear a selection
menu.
Go to 2 if you hear the above prompt, press the
Step à number of the appropriate language.
3 Enter the mailbox number of the intended
recipient.
To enter by name, press EB and first 3
or 4 letters of the recipient last name.
Tip 4 State your message at the tone,
Step 3, 6 —
When the beeper caliback no. 5 Press UN to end recording,
entry mode is not disabled.
the VPS will ask OU E
callback number according
to the intended matlbox set- Press $l 10 set this message 10 a private
ting, before recording a ,
message, after recording a message. Otherwise, press ES.
message or after selecting an
urgent message.
“Please enter your callback
number.
You can enter нр fes __
its."
1 Enter the number.
2 Press EN to accept.
step 6 —
ШВ Review
ED accept
В Record a new one
EN Add
E Eme nterit | Erase and exit
Press IB to accept.
EM
~J
Recording Messages (from a rotary phone)
EE :
Y you are using a rotary phone, you cannot specify a
mailbox because every key entry is invalid, Wait a
moment until the VPS guides you to the General
rompe Delivery Mailbox where you can leave your message.
I The recorded messages will be delivered to your
Г — intended party later. Callers who do not enter any-
Mailbox DD ary © thing because they are unfamiliar with the VPS can
XXXX OO 2 Vrerttor also leave messages in the same way.
Call VPS
Go to
Step 2 1 Call the VPS and access the Voice Mail Ser-
vice.
» From a rotary phone, once your
message has been recorded, you
Wait a moment.
cannot re-record nor erase 11.
2
3 State your message.
4
Hang up the phone.
43
НО О
TE BE ——-
Mad di
Receiving External Delivery Messages
pds n° be Bl PY JT
VPS (alls you |
©
Receive
Message
Selection
Prompt
|
e
Hold
E + e
Receive Messape
O
Call
Back
©
Repeat
4-4
5
Reply End
©
Help
External Delivery Messages arc delivered by the VPS
to telephone numbers instead of mailboxes.
1
2
3 Press to receive the message.
Pick up a call from the VPS,
If the system is equipped with multiple lan-
guages (up to three languages). you will hear
a selection prompt,
Press the number of the appropriate ian-
guage.
4 Enter the password and ED.
«Then the VPS plays the external message.
5 Press ED to end the call.
Tip
Step 4 —
If a password is not assigned. you can listen directly to
the message.
If vou enter the incorrect password three times, the VPS
will play the following prompt and vou cannot receive the
external message any more.
“This message is frum ‘SENDER of ‘Company Name.’
Please call "TELEPHONE NUMBER '
Extension number ....
To repeat. press [1].
To end this call, press [*].”
When vou press [1]. the VPS will repeat this prompt.
Replying to External Delivery Messages
VPS Calls you
Selection
Prompt
Receive Hold Call
Message Back
Password + ee
Receive Message
Reply
Go LO
Step 6
1-4
O GN Un
Same as Receiving External Delivery Mes-
sages.
Press to reply to the message.
Record the message and press to con-
tinue.
Press KB to accept.
Press MN to set this message to a private
message. Otherwise, press EA.
My pn ГИ,
и он] 1
"TITLE MILE
Chapter 5
Mailbox Setup
This chapter describes the setup procedures using a touch-tone telephone for
subscribers.
Contents
Setting the Call Transfer Status
(Call Block/Call Screening/Intercom Paging/Beeper Access) ....... 5-2
Setting up a Covering Extension on... 5-3
Setting the Incomplete Cal! Handling Status . 54
Setting the Message Reception Mode ..........erc0uerciazaossonnen 5-6
Recording Personal Greetings .... na... - ‚ 5-7
Changing Your Password ............coreesersccvorenoaocccnananreneoe 5-8
Recording Your Name ...... .. .. vere ‚ 5-9
Entry of Personal Group Distribution Lists ........ e... encuenana ..... 5-10
Recording the Names of Personal Group Distribution Lists .......... 5-11
Deleting from Personal Group Distribution Lists ...........--=2.eearasenoos 5-12
Message Waiting Lamp Notification Setting .. . . 5-13
Setting Notification by Calling RP , 5-14
Setting Answer Lengths for the Interview Mailbox ..... ... 5-16
Recording Questions for the Interview Mailbox .......... er 5-17
Erasing Questions from the Interview Mailbox .. 5-18
Setting the Call Transfer Status
(Call Block/Call Screening/Intercom Paging/Beeper Access)
Subscriber's You can specify how the VPS should handle a call
Main compen: Menu when a caller specifies your extension number in the
Automated Attendant Service. You can set one of the
ED 3) с 5 5) © с four functions or you cun set none of them,
Auvomated
Accnéant 1 Log in the maîn command menu.
| | 2 Press EN for Automated Attendant status.
Coll Covering Message Incomplete 3 Press to set the call transfer status.
Transfer Extemion Reception Handling
и : Mod tatu: y
бана Setting 2 ww « The VPS tells you the current status.
o e 6 oO Oo 4 Press the appropriate key to receive your
Ca ! Call Iz iQ. CC D “le » =
Blocking Screening Paging a eco d'l БОР Де desired opuon.
MTV CCS
EB Call Blocking
» The Intercom Paging feature is Blocks all incoming calls to your exten-
available only if your company
is using a Panasonic KX-TD
series telephone system.
sion.
ES Call Screening
Tells you the caller's name before you
answer the call. Then you can decide
whether or not to answer it.
EN Intercom Paging
Pages you over the Intercom Paging
System.
Calling a Beeper
Calls your beeper and displays the call-
er’s callback number on the LCD,
BE Disable all transfer services
Rings your extension directly.
5-2
JHA Wy
Setting up a Covering Extension
Subscriber's
Main Command Menu
Ered ad
Automated
Aitendaunt
Starus
S 6 5%
Call Covering Message Incomplete
Transfer Extension Reception Handling
Status Setting Mode Status
Go to
Step 4
| The owner of this extension
should be someone whom you
can rely on, as ne will be han-
dling vour calls when you are
not available.
7
= » This feature does not work un-
== less Covering Extension Transfer
y is enabled (see page 5-4).
Setting up a Covering Extension lets vou have incom-
ing calls and messages transferred to a designated
extension.
This extension also performs as a personal operator.
When the caller presses ‘O° while receiving the personal
greeting. the call is transferred to this extension.
1 Log in the main command menu.
Press for Automated Attendant status.
Press to set up a covering extension.
Press MD to ser the extension.
Uv + a D
Enter the extension number.
* The VPS tells you the number vou have just
entered.
6 Press to accept,
Tip
Step 4 —
You can accept the current status by pressing [2].
You can delete the current extension by pressing [3] if you
don't need it.
Setting the Incomplete Call Handling
Status
TT
Subscribers | “Incomplete calls are calls which are unanswered or for
Main Command Menu) which the line is busy. The Incomplete Call Handling
status can be set to record a message from the caller,
A e E e 5) го) e transfer the caller to a covering extension, page the
— Automated mailbox's owner by intercom, notify the mailbox's
rd owner via beeper, transfer the caller to the operator, or
let the caller try another extension. You may enable as
many features as you may need among the six.
Call Covering Message Incomplete 1 . .
Transfer Extension Reception Handling Log in the main command menu.
Status Setting Mode Sratus
| i | | | 2 Press I for Automated Attendant status.
Leave Covering Imercam Becper Ouro Retama: 3 Press Es to set the Incomplete Call Handling
Mesause Ex. Paging Trande- AA. Service J
Trysfer Тор Rem СЫ а
Enabling Leaving a Message Status
» The Intercom Paging feature is
available only if your compañy 1 Press El.
is using a Panasonic KX-TD
series telephone system. » The VPS tells you the current status.
prepa VA
2 Press ED to change or KB to accept
(enable/disable).
Enabling Covering Extension Transfer
Status
1 Press FE.
« The VPS tells you the current status.
2 Press to change or В to accept
(enable disable).
Enabling Intercom Paging Status
1 Press Es.
2 Press to change or EN 10 accept
(enable/disable).
+ - + 7 =.
54
=.
I)
Setting the Incomplete Call Handling
Status
J
peli линь
Enabling Beeper Access Status
1 Press EB.
« The VPS tells you the current status.
2 Press KB to change or to accept
(enable/disable).
Enabling Operator Transfer Status
1 Pres UN.
« The VPS tells you the current status.
2 Press NB 10 change or Wl 10 accept
{enable/disable}.
Returning to Top Menu Automated
Attendant Service Status
1 Press ES.
* The VPS tells you the current status.
2 Press to change or 10 accept
(enable/disable).
Setting the Mes
Subscriber's
Main Command Menu
—d
DOMO
Actendant
Status
55%
sage Reception Mode
If you are not available to answer calls, those calls are
treated according to the Incomplete Call Handling
Status setting. When callers decide to leave messages
in your mailbox, you can specify whether callers are
directed to your regular mailbox or your interview
mailbox.
1 Log in the main command menu.
Call Covering Message Incomplete — 2 Press for Automated Attendant status.
Transfer Extension Reception Handlın
Status Setting Mode Status
=
Go to
Step 4
» To use an interview mailbox,
you must have the System
Manager assign an interview
mailbox number beforehand.
E
3 Press KB to set the message reception mode.
4 Press В to change the current setting to the
other (interview mode/message recording
mode).
=
Tip
Step 4 — |=
You can press [2] 10 accept the current setting.
TTR
Recording Personal Greetings
Cr I
my ng ple
Subscriber's
Main Command Menu
DO EO ®
Mailbox
Management
I
Change Change O. Group
Personal Password Owners Distribution
Greeting Name List
= Setting
Goto
Step 4
Note:
It is helpful to include a
statement of your answering
telephone number with the
exchange name or normal
code in the greeting message.
A greeting message begins
within 3 seconds of answer-
ing, of paytone ceasing, or of
answering ceasing, as appro-
priate.
—
After reaching your mailbox, callers will hear your
personal greeting messages first. You will record three
kinds of the personal greetings; (1) No Answer Greet-
ing, (2) Busy Grecting and (3) After Hours Greeting.
The VPS plays one of them as appropriate by each
call.
Log in the main command menu.
Press for Mailbox Management.
Press UN to record a personal greeting,
Fa 5) 2
Press NB - to change the greeting.
«The VPS tells you the current personal
greeting (if it exists).
Press to record a greeting.
Record your greeting and press HB.
TA UN
"a E” Ip -
Press UA to accept.
со
Confirm your setting and press to accept.
Tip
EN No answer greeting
#3 Busy greeting
After hours greeting
t
un
а
р” —
Review
Accept
Record a new one |
Add
Erase and exit
Step 5 —
You can erase the greeting by pressing [3].
Changing Your
Subscriber's
Main Command Menu
2000806
Mailbox
E
Change a à ange OF
Personal Password Owner's Distribui on
Greeting = Name List
- Settin
Goto e
Step 4
» For your password, avoid setting
it to obviOuUS combinations of
numbers.
i
» If you forget your password,
have your System Manager
delete it, then you can assign a
new one.
Password
You have the option of assigning a password to your
mailbox to prevent someone else accessing it to receive
Subscriber’s Service. A password should be no longer
than eight digits and the valid keys are from ‘0’ to “9°,
You can change it at any time.
1 Log in the main command menu.
2 Press EN for Mailbox Management.
3 Press IB to change the password.
4 Press to set the mailbox password.
5 Enter the password and EJ.
* The VPS tells you the password.
6 Press KB to accept.
AUT RT Г
== =
5-8
Recording Your Name
Subscriber's | This recording is played for callers who have reached
{Main Command Menu your mailbox. This assures them that they are in the
right mailbox. In addition, when a caller is specifying
а) С с (4) E the mailbox by entering first three or four letters of the
Majihox owner's last name, the VPS will announce a series of
Management the recorded names among which they can select.
| : 1
D xj 4
Change Change Change Group
Personal Pawword Owner's Distribution
Log in the main command menu.
Press for Mailbox Management,
Greeting Name Liu
= Setting Press to record the owner's name.
Go ta
Step 4 Press UB to record a new one.
Un da Www Y
» Record the name by which most Record your name and press E.
people know vou.
« The VPS tells you the owner's name.
» If a name has been already
recorded, the VPS plays the
recording for you. You can then
make a new Tecordme.
' a
TILL LUE
A
Press to accept.
Tip
Step 4 —
You can accept the current owner's name by pressing [2].
You can erase the name bv pressing [3]
Entry of Personal Group Distribution
Lists
Subscriber's |
Main Command Menu
ово
Mailbox
A Personal Group Distribution List is used in Mes-
sage Delivery and Message Transfer to send the same
message (0 several mailboxes with a single operation.
Up to four lists can be maintained ar the same time,
and each list can contain up to twenty members.
a
1 Log in the main command menu.
D $ 2 Press EE for Mailbox Management.
Pen & Owner 2 3 Press EN to set the group distribution list.
Ч 4 Enter the group number (1 — 4).
Group No. S Press to add members to the list.
ó Eo Ó Enter the mailbox number to be added. |
‘Group Members Members Review 7 Press IA to add the number.
Ш сё to 8 Press A to end adding members.
Step 6
Tip
Step 7 — =
You can change the number by pressing [1].
You can end adding members by pressing [+].
Step 8 —
You can continue adding members by pressing ‚ [1].
JI pg
“a
Recording the Names of Personal Group
Distribution Lists
Subscriber's
Main Command Menu
D@EAAE GE ®
Mailbox
Management
|
D © © 0
Change Change Charge Group
Personal Password Owner's Distribution
Greeting Name List
Setting
Group No.
e о © ©
Change Add Delete Review
Group Members Members List
same
Go to
Step 6
The VPS will play the recording for you when you
specify a personal group distribution list. Then you
assure that it is the right one. —
1 Log in the main command menu.
Press for Mailbox Management,
Press to set the group distribution list.
Enter the group number (1 — 4).
Press to record the group name.
Record the name and press NN.
1 An La wi
Press to accept.
Tip
Step 5, 6 —
tf a group name is already recorded, press [1] to change
this name, then record the new one.
Step 7 —
You can erase the name by pressing (31.
Deleting from Personal Group Distribution
Lists
Subscribers 7
Main Command Menu
1 @
Mailbox
Management
i = r
O © ©
Change Change Change
(+)
©
Group
Personal Password Owners Distribution
Greeting Mame List
Setting
Group No.
i
ene 1
Change Add O. Review
Group Members Members Lis
Name =
Go to
Step 6
th & WW 2 wi
a 0
ve
o
Log in the main command menu.
Press for Mailbox Management.
Press to set the group distribution list.
Enter the group number (1 — 4).
TA _ - _” EF a rr DD Lara als dara
rress IED LO de:elc Members [TONI (NC SE,
Press EN to delete a member.
Press to delete the mailbox.
Tip
Step 6 —
You can delete alt members by pressing [1].
Sten 7 —
You can keep the mailbox and play the next mailbox by
pressing [2].
ИМ) ни ол
1 LEC id !
dao reno
Message Waiting Lamp Notification
Setting
Subscriber's
Main Command Menu
DROOOO®
Features
D à
©
Interview Message Extemnal
MB. Waiting Message
Management Notification = Delivery
Setting
j
& à à
Message Change Assign
Waiting Device Tel. No.
Lamp Status
Starus
Go to
Step 5
5-13
The VPS illuminates the message waiting lamp of
your extension when a new message 1s recorded in
your mailbox.
1 Log in the main command menu.
Press EB for Other Features.
2
3 Press to set Message Waiting Notifica-
tion.
4
Press to change the Message Waiting
Lamp Notification Status.
Press ml to change the Message Waiting
Lamp Notification Status, or to accept
it.
Un
Setting Notification by Calling
Subscribers
Main Command Menu
ооо
her
Features
—
D e E
Interview Message External
М.В. Waiting Message
Management Notification Delivery
Sewing
Change Change Assign
MW. Device Tel, No.
Lamp Status
Status
Device No.
I
@
Schedule = Continuously Do not use
The VPS calls the preset telephone or beeper when a
new message is recorded in your mailbox, Set the fol-
lowing three parameters as appropriate.
The VPS can notify your beeper with the callback
number of the party who left the message. For this
feature to work, the telephone number stored on the
VPS for your beeper must include the beeper display
command.
Setting Device Status
For each device, the notification is enabled. disabled __
or enabled on the preset schedule.
If you want to enable 1t on the schedule, contact your
System Administrator as you are not allowed to set
the schedule by yourself.
1-3 Sameasthe Message Waiting Lamp Status.
À Press KB to set the device status.
5 Enter the device number.
Ó Press — to select the status.
Tip
Step 6 — oc
EN Schedule (enabled on the schedule)
Continuously (enabled whole day)
Do not use {disabled whole day)
MII Qin
Setting Notification by Calling
» You must have your System
Manager authorize the use of
the Callback Number Entry
Mode beforehand.
Subscriber's
Main Command Menu
ооо
Other
Features
о @ ©
Interview Message Externa!
ME. Waiting Message
Management Nolfication Delivery
m Setting
= ]
= O © e
= Change Change Assign
= MR. Device Tel. No.
= Lamp Stazus =
Status =
Go to
Step 5
5-15
Notification Number Assignment
You can set the telephone or beeper numbers where
you wish to receive notification calls up to three. You
can use the keys '0' to ‘9°, a tone/pulse switch,
1-3 Sameasthe Message Waiting Lamp Status.
À Press to assign the telephone number.
5 Press UN to change the first telephone
number, to change the second telephone
number, to change the third telephone
number.
Press ÆBB to set the telephone number.
Enter the telephone number.
Press to accept.
Ww © Y A
Select 10 be notified by wiephonre or
by a beeper.
Tip !
Step 8 —
EN Change the telephone number
Accent
Review
Add more digits
Insert a pause
Set dial mode
Insert a wait for dial tone
Insert a beeper display command
--- - m -
Setting Answer Lengths for the Interview
Mailbox _
Subscri ber's т
Main Command Menu
Dd Da
HOO ©
Features
O @ ©
Interview Message External
MB. салате, Message
Management = Notification Delivery
Setting
i
Record Answer Erase
Question Length Question
Go 10
Step 5
» Every Subscriber can maintain
an interview mailbox. Be sure
[о have your System Manager
assign an interview mailbox
number.
ных. El ms. лы — al
An Interview Mailbox plays prerecorded questions to
callers and records their answers. You can record up to
ten questions and set the answer lengths from four to
thirty-two seconds. The answers are recorded in a
string and stored in your mailbox.
1
Log in the main command menu.
Press ÆB for Other Features.
Press UN for Interview Mailbox Manage-
ment.
2
3
4
Press to set the answer length.
* The VPS plays the question No.l if it has
bcen recorded,
Press KB to set or change the length of ques-
tion No. 1.
+ The VPS plays the length if it has been set.
Press [fl to change the length.
Press MB for 4 seconds , KB for 8 seconds,
for 16 seconds or for 32 seconds.
« The VPS plays the length that you have just
entered.
à
Accept the length by pressing ВВ.
* Then, the VPS plays the next question if it
hac hasan та о]
па Са кН Аа,
Repeat steps 5 — &.
Tip
Step 5 —
You can go to the next question by pressing [2] and to the
previous question by pressing [3].
You can jump to the desired questtan by pressing [4], then
| the question number and [#].
Ei
pou Ru
Recording Questions for the Interview
Mailbox
Main
Subscriber's
Command Menu
ово
Fealures
à © ©
Interview Message Externa:
MB. Waiting Mensuge
Management Notification Delivery
Setting
d +
+ Es
u (2) 3)
Recon Answer Crane
Question Length Question
Ga to
Step X
div AD
Log in the main command menu.
Press HB for Other Features,
Press UN for Intervicw Mailbox Manage-
ment.
fa Cad N ee
Press KB to record questions,
+ The VPS plays the question.
un
Press UN to record question No. f.
a
Record the question and press to end
— recording. 7 o
7 Press to accept the question.
« The VPS plays the next question.
8 Repeat steps 6 — 8,
ne
Tip
Step 5 —
You can go to the next question by pressing {2] and 10 the
previous question by pressing [3].
You can jump to the desired question by pressing [4], then
the question number and [4].
Step 7 —
Review
Accent
Record a new one
Add
Erase and exit
5-17
Erasing Questions from the Interview
Mailbox
Subscriber's
Mam Command Menu
DD DE
DE
Other
Features
0 © ©
Interview Message External
М.В. Waiting Message
Management Notificalion Delivery
Setting
i
Record Answer Erase
Question Length Question
Goto
Step 5
BON =
Log in the main command menu.
Press EE for Other Features.
Press for Interview Mailbox Manage-
ment.
Press to erase the question.
* The VPS plays question No. 1.
5 Press NB to erase question No. 1.
+ The VPS plays the next question.
6 Repeat step 5.
Tip
Step 5 —
You can go to the next question by pressing [2] and to the
previous question by press:ng [3].
You can jump to the desired question by pressing [4], then
the question number and [#].
IL RH 1
> = Receive
ove ve ke oe de fe oe Quick Reference sede very ve he vk or Repear
= (1) Previous
Next
Erase
Reply
Rewind
Fast Forward
Transfer
Scan
Entering a Mailbox
asas
(4) (Name
(Help Menu)
y
Е
Deliver
Enter the mailbox number.
[RECORD MESSAGES |
Record message
Add Mailbox
Y Mailbox No. (3) Review Mailing List
NH
— (3) Check Mailbox Distribution
Mailbox No. 1) Play the message
(1) CD Play previous message
2) Play next message
3) Cancel
——— - - нЕт > Automated Attendant Status
Password (45) | | o 4
(1) Ser Call Transfer Status |
(2) Set Covering Extension —
(3) Set Message Reception Mode a
(4) Ser incomplete Cail Handling
. Status
MAIN COMMAND : o
| —/ (5) Mailbox Management
En Recei ve Message | {1} Record Personal Greetings
(2) Deliver message T1— (2) Ser Password
(3) Check mailbox | | (3) Enter Owner's Name |
distribution [4] Set Group Distribution Lists
(4) For Automated
> Attendant Status —
> O) Other Fea
(85) For Mailbox | E) r Features
Management CD) Set Interview Mailbox
(6) Other features (2) Set Message Waiting Notifica-
End this call fron
Es (3) Set External Delivery Message
—
(7) Сай Transfer Status
ED: Call Blocking
(2) Call Screening
(3) Intercom Paging
(4) Beeper Access
| (5) AI disable
_
1) Leaving a Message
23 Covering Extension
(3) Intercom Paging
(4) Beeper Access
j Operator
(6) Return to A.A. Service Top Menu
|-> (4) Incomplete Call Handling Status
— > Personal Greetings
(0 No Answer
2) Bus У
[8] After Hours
, > (1) Interview Mailbox Management
EL) Record Question
[2] Ser Answer Length
(3) Erase Question
>
(2) Message Notification
an Message Waiting Lamp
Device Status
(3) Assign Telephone Numbers
i
t
> (3) External Message Delivery
(A) Record message
15) Check delivery status
| (3) Ser a mailing list
dh de
Note:
Press É at any time to exit the menu,
Press ED to have the Help menu.
If you have to hang up before the prompt is
finished, press EJ El. Then hang up the
phone.
+ Service Access Commands ****#_
— Commands
ABC DEF
1 2 3
#1 HD
Dialing by Department
Name о Dialing
GHI JKL MNO
4 5 6
HL KM
Login Voice Mail
PRS TUV WXY
7 8 9
#R Restart #T #X
(Main Menu) Transfer Exit
* 0 #
À
Backup
(11 Schedule
Er ma a Er Be М ar
(2) Continuously
Do nor use
Memo